D*I*Y Planner

Do-It-Yourself Planner
v2.0 Handbook

Templates and text are
©2004-2005 Douglas Johnston
except where noted


Note: "GTD" and Getting Things Done are references to the excellent organisational system and book by David Allen. Note also that the implementation of the methods outlined in this document are inspired by his system, but are not necessarily representative of it. If you are interested in using these templates or following these instructions, and are unfamiliar with GTD, please buy the book and learn the methodologies for yourself, then come back to this package and use whatever is suitable for your personal situation. Likewise, certain templates are based upon the writings of Stephen R. Covey, and especially The Seven Habits of Highly Effective People and First Things First: if you wish to make the most out of those templates, I highly recommend buying these books. (See the Essential Links section to purchase them at Amazon.com.)

The latest version of these templates and this instruction file should always be found here.

Contents


Introduction

I'm not going to get into the whole cliché about how we're all different. Let it just suffice to say that the instructions and templates that I provide in these files are simply meant as a starting point to implementing a highly-customisable do-it-yourself planner system, based primarily on Getting Things Done.  Yes, you heard me right: a planner, with actual paper. (5.5"x8.5" paper, to be specific.)

So you're probably asking yourself, why is this person even advocating using paper in today's day and age, what with Palms, PocketPCs, TabletPCs, super-cellphones, groupware, wikis, Personal Information Managers such as Outlook, and every other digital data manipulation tool out there?

Well, there are a number of reasons to consider a paper-based planner, including:

So if you fall within one of these categories (I've been all of these, at some point in time in the past year), you might want to consider giving pen-and-paper planners a try. In the efforts to give you a head-start, I've provided this handbook for building your own do-it-yourself planner, and a few PDF files containing the basic templates for most organisational activities.

This is not a primer on David Allen's Getting Things Done, sorry. If you visit organisational circles or productivity blogs, you've no doubt heard about this methodology a hundred times recently. Do yourself a favour, and buy the book -- see the Essential Links section to buy it from Amazon.com. Read it thoroughly, then come back here and set up your planner. That being said, there are enough generic templates included with this system to get you started, even if you aren't familiar with the book.

First, a few disclaimers and notes:

  1. I take no credit for the Getting Things Done diagrams in the diyplanner2_gtd.pdf file. They were originally PDF files found on the DavidCo site (links: Basic Diagram and Advanced Diagram) that were simply resized, reoriented and included within this package purely for your convenience. For appropriate credits, please see the base of each diagram. (If the original copyright owners wish me to no longer include them, or wish to include any of their own notes within this document, they are free to contact me and I'll be happy to oblige either way.)
  2. I provide no guarantee that this system is in full accordance with GTD. In fact, there are quite a few things that you won't find in Allen's books. That includes a little bit of Covey sneaking in here and there, especially with objectives and goals (roughly analogous to the GTD notion of altitude), along with a number of "organisationally-agnostic" templates. I don't find these ideas in opposition to GTD, but rather supplemental to it. Just use whatever you require, and disregard everything else.
  3. My organisational needs are no doubt dissimilar to yours. For example, I have very little financial work to be concerned with, but often have a full slate of project planning and management tasks to perform. I also have very few appointments on my calendar, but very hefty to-do lists. You may be exactly the opposite. I've tried to consider as many circumstances as is feasible, but there is only so much I can do with limited time and resources.
  4. This document is filled with random thoughts, vague ideas, potentially dangerous procedures (you may lose a finger or two), and seeming contradictions. This is not meant as a user-friendly "be all and end all" guide to implementing a planner system. It's simply a starting point to push you in one of many directions. (One of which might actually be the right one for you. Or not.)
  5. The only instructions within this document for implementing GTD are those that pertain directly to the templates or my suggested planner layout, especially when something might prove ambiguous (or not obvious) to someone who already knows GTD. As such, don't expect to learn the GTD process here. Have a look at the Essential Links section to find out more information about David Allen's works, and how others have summarised his methods. (Yes, I know I'm being redundant about this. For good reason.)
  6. I encourage feedback. Don't be afraid of letting me know what you think, or sending along any ideas for these or other templates. Please feel free to drop me a line at my website (www.douglasjohnston.net) -- I'd love to hear what you have to say.

What's New in D*I*Y Planner 2.0?

So what’s new? Well, here are a few highlights. (If you haven't had any experience with a previous version of this planner system, feel free to skip over this information.)


Basic Supplies

You should be able to go out to your favourite office supply store or department store and pick up a lot of the basics at a very low cost. Although your needs will most likely be different from mine, here is a little list to get you started.

  1. Purchase a planner that takes 5.5"x8.5" pages. There are plenty of generic planners available at department stores for about $10-20: usually the price is an indication of quality in both cover and pages. The planner you choose should take into consideration your personal style, the intended use, availability and cost. Some recommendations:


  2. If your planner doesn't come with good calendar pages or contact/address forms(although it probably does), you may wish to purchase these as well. Get "modern" address forms: look for the email boxes. The calendar should suit your appointment schedule: unless you're a very busy individual with lots of meetings, those calendars with months in two-page spreads should be sufficient. Otherwise, the two-page weekly spreads are probably enough. Resist the temptation to buy one-page-per-day calendars unless you need it: it's a lot of extra bulk. I recommend tabs for months and A-Z address sections to facilitate quick look-ups. (In D*I*Y Planner 2.0, there are now various types of undated calendars, but you may prefer to buy a dated set to make your life easier.)

  3. If your planner doesn't come with a "Today" plastic clip-in ruler insert, I recommend getting one so that you can find today's month (or week, or day) at a moment's notice. If you can't find one, look for a flexible plastic ruler (the type that doesn't snap if you bend it): line it up against one of your punched sheets, and punch holes to match. Cut a slit from each hole to the edge so you can insert it into your binder, and then round the edges of the slit slightly to make it easier to snap on the rings. Make sure that the top extends above the page by a tab's length, and then round the corners slightly so it won't cut you. Voila! Barring that, you can always use a coloured sticky, but that's not as convenient nor glamorous.

  4. Get a good pen that writes smoothly and fits well in your hand. People often like expensive fountain pens for this, but I like the Pilot G-2, which is nice to grip, writes fluidly, and is pretty cheap. The 0.5mm one is just the right balance of smoothness and line thickness for me. You might also want to pick up a decent mechanical pencil for writing things likely to change, such as addresses or brainstorm diagrams. If not, your planner will get messy fast.

  5. Optional: a clip-in calculator. I have an older Day Runner 043-111 solar calculator/ruler that's both thin and functional, but there are probably far better and slimmer ones out nowadays (mine is ten years old). You can also get a cheap credit-card sized one to adhere to the inside cover or slip into a business card slot.

  6. Other organiser forms: although I provide a number of templates, you may wish to purchase other (professional) ones to fill any gaps in your needs or workflow. Be careful: these can be expensive, and will suck your bank account dry if you buy everything you see "just in case." A potential source of addiction for organisational geeks.

  7. A "zipper" pouch insert (like a heavy zip-lock baggie) and some business card pages don't go astray; fill the former with stamps, paper clips, quarters, extra labels, etc., for convenience and emergencies.

  8. Most of the provided templates print onto 5.5"x8.5" paper. If you can't find this size, you can cut letter-sized paper in half. You can buy a decent guillotine from department stores for about $20-30 USD, and you'll no doubt find it handy for a million other things over the years.

  9. As for the hole-punch, be sure to find one that can punch the right holes: not as easy as you might think -- get a specialised three-hole punch from an office supply store, or one that can be adjusted to conform to different sizes/spacings. Many of the cheap ones do have sliding punches, but you might have to examine them carefully before you buy, as sometimes the boxes aren't very informative. (At a local office supply store, I found an Acco #50505-74003 with adjustable punches for less than $7 CDN, or about $5 US.) Some of the inexpensive ones don't have adjustable paper guides, but you can always mark the top and bottom with liquid paper or a white china marker. If you are so inclined, Day Runner has a clip-in hole punch (041-112), but it only punches a page or two at a time, and not that well. If you have a seven ring planner like the Day-Timer "Desk" size, it gets more complicated: you can purchase clip-in punches (about $10 US) and full-size ones (about $35 USD) from DayTimer.com or their catalogue.

  10. You can purchase a couple of sets of tabbed dividers, or you can make your own. If you choose the latter, I recommend 200lb card stock and Avery self-adhesive "Shield Tabs" -- I found the clear ones (37107) at the local Wal-Mart for about $1.50 USD.

  11. If you like colour-coding (I recommend it for this planner), grab some Avery "Colour-Coding Labels" (44021), which are actually just red, blue, green and yellow dots ($1.50 USD).

  12. Get a few cheap pads of lined and blank note paper pre-punched for your planner. Some graph paper may come in handy, too. Make sure the pads are really 5.5"x8.5" or you're wasting your money -- there are slightly smaller and larger pads which you might pick up by mistake!

  13. Just because you'll always need them, no matter how organised you are, you might want to pick up some sticky notes. I keep two pads, one small and one medium-sized, on the inside front of my planner.

  14. Optional goodies: cheque book holder, floppy holder, CD-ROM holder, photograph holder, file pockets, clip-in wallet, page magnifier, and more. Remember, though: carry only what you need, or you won't be carrying your bulky planner anywhere.

Template Descriptions

The accompanying PDF files contain a number of templates, most of which are in the main file diyplanner2.pdf.  If you print the entire file as a booklet on a duplex printer, everything should work well -- however, I certainly recommend printing only one template at a time in the desired numbers to minimise wastage. See the Printing How-To later on for more information.

Covers (& Kit)
In this package, you will find a directory called covers/ with the following files:
Profile
This form is for owner information such as your name, phone numbers and email address, as well as for an emergency contact. You should certainly take the time to fill this out as soon as possible. If your planner were to be lost, these details can help a kindly soul return it to you. Note that this template is generally meant to be put on the flip side of your cover so that it's easy to find.
Important Numbers
These are all the numbers you need in an emergency, in one place, so you don't have to go digging for  information if a crisis occurs. Take a half-hour and find the numbers for your local hospital, fire department, poison control centre, landlord, etc. The flip side of the template is for other numbers such as babysitters, drugstores, copy centres, technical/computer helpdesks, crisis hotlines, support groups and pizza places.
Day Keeper
By popular demand, here is an undated daily planner, complete with hours from 8 am to 6 pm, an actions list, a slot for evening plans, and a general notes section. (As many other daily planning solutions have copyrighted names, I've decided to name this after the ancient Mayan shaman-priest time keepers. Hopefully, there aren't some really old Meso-Americans out there with a lawsuit in mind.)
Weekly Planning
An undated and fairly basic weekly planner. Face it in a spread with another week, a Next Actions page, a GTD All-In-One page, or a Covey Weekly template (according to your organisational religion).
Monthly Planning
An undated and fairly basic monthly planner. The front and back work like a spread. The "Quickscan" has a number of possibilities: a "quick list" of all the days of the month with major events (à la Day Runner Pro); a short list of to-do items; a list of priorities; what bills are to be paid and when; or which day each batch of homebrew is going to be ready. Hey, it's a tweakable system: you decide how to use it.
Covey Weekly
Even if you don't subscribe to Covey's methods, this is still an effective way to manage your various roles, goals and actions, so it can be applied to GTD-style methods as well. If you're interested in this approach, I'd highly recommend you read First Things First (see the Essential Links section), but here's the gist.... The "Sharpen the Saw" box is where you can focus on your long-term goals and expand your current horizons by ensuring that you have stated weekly objectives based upon the following areas: Physical, Social/Emotional, Mental and Spiritual. (Good advice, methinks: I usually forsake one or more to concentrate on the others.) The "roles" are the various roles you play in your life, such as father, husband, business executive, chairperson, volunteer, etc.; balance your life by ensuring goals or actions are present in each. Link these to your actions list(s) or your schedule (your hard landscape). Yes, this is a very basic description --and probably not a lot of help to you-- but that's why I advocate reading plenty of books, the tree-killer that I am. (Based upon the writings of Stephen R. Covey.)
GTD All-In-One
This is for those people who would like a handy all-in-one form to use opposite their calendar pages. This contains places for Next Actions and Waiting For items, as well as a place to jot important notes. This is aimed squarely at GTD methodologies (hence the name), but is generic enough to be used by almost anybody. If you maintain a separate tab for Actions --as I do-- you can write the context atop at the right. (Based upon the writings of David Allen.)
Next Actions
The quintessential engine behind the GTD methodology, the Next Actions form is where you actually get things done. You can keep these forms in your Actions tab and set contexts like "Office", "Home", "Errands", "On the Road" and others, depending on how and where you work. When you do your weekly review of projects, write down the next actions (remember: short, doable items) for each one into the appropriate context. Tick off each one as you get it done. Set deadlines as needed. Prioritise too, if you need to. (I'm not getting into the finer points of GTD here. Obviously, you should read the book if you want to make the most of this.)
Waiting For
Use this form to take care of those tasks which you have delegated to others, or are waiting for someone else to complete. Space is included for the task, the due date, the delegate, the delegated date, a note, and a priority. Like Next Actions, keep the Waiting For lists in clear context, and review them frequently. Check each one off when done.
Agendas
Use this form to set up agendas for each person or meeting for which you have to remember things. For example, you may create an agenda for your boss, and as you think of each topic you need to bring up or discuss, write it down. The next time you have to speak with him or her, whip out the list and be sure to impress with your top-notch organisational skills. Or at least not appear like a scatter-brained employee who forgets everything except paydays.
Someday/Maybe Quicklist
Inspired by GTD, this is basically a list for gathering all those fleeting brainstorms, quirky ideas, productivity bits, project seeds and other items that strike you as something you'd like to do someday, maybe. This quicklist is perfect for brief items like "Learn pbpaste", "Check into doing an MBA", "Read Python tutorial", "Send Merlin Mann a love note", "Talk to Phyllis about breeding hamsters", etc.. Don't forget to write down a reason so you can remember why you found the idea interesting, or at least rationalise how silly or inconsistent you might be on a day-to-day basis.
Someday/Maybe Projects
This is for more thought-out someday/maybe items, the sort of things that probably come to you in the middle of the night when you're lying in bed and get really excited by some project idea that either slips away with sleep, or seems like patent lunacy in the light of day. I tend to jot down rough notes first, then migrate them into these forms when they start to make sense. I have hundreds of these projects, 99% of which are ridiculous. From the 1% that did make sense, this D*I*Y Planner was born.
Goal Planning
A simple template to identify and plan for your missions and goals. Rather like an Objectives form with many, many steps. Especially suited for mid- to long-term personal projects like getting physically fit or learning new subjects. (Based upon the writings of Stephen R. Covey.)
Objectives
Use the Objectives sheet for outcomes-based notes and planning. Each of these can be a "mini-plan," or compliment a full project plan as a sub-project. Outline the benefits, obstacles and steps to meeting the objective. You can set a date, priority, and description for each objective as well. You may use the "Outcome" field either as a note describing the final outcome, or as a place to visualise what the successful outcome will be. (Whichever you find more effective, being a by-product of the way in which you approach projects.)
Covey Quadrant
Despite adhering to GTD, some folks (myself included) tend to find Stephen Covey's Urgency/Importance quadrant diagram handy for setting out weekly tasks. In a nutshell, he emphasises that you should avoid Q3 and Q4 activities and concentrate as much as possible on Q2 when you're not doing Q1. It's not GTD in its canonical sense, but sometimes this process can help to better judge those tasks which deserve to be in your action lists, and to focus on those important forward-thinking items that aren't on your radar because they don't seem so urgent at any given moment. The usage of this form is fairly easy to understand: map your current and upcoming tasks and needs to the appropriate place in the diagram, and make your decisions based upon their location. This is another way of making decisions about Next Actions. You'll find a little more information on the c2 Wiki, SharedVisions, and of course his books (see the Essential Links section).
To Do
A simple and generic to-do list. Among other possibilities, I use this to record all the little and varied tasks I need to accomplish for small projects that are not finitely planned-out. These can be carried into Next Actions forms.
Project Details
(Note to v1 users: the former Project Outline template has now been split into two: Project Details and a revised Project Outline form. Adjust your neural pathways accordingly.) Before undertaking a project, you should think carefully about everything you need to bring the project to a successful outcome, and then document these things. Use the front page of this form to give your project a title, a deadline, and then list your objectives or description -- fill this in, lest you lose focus. Note your basic resources, such as your main team members, equipment, references, etc., and use the rest of the page for sketches and notes. The flip side of the form is for the nitty-gritty. What's the budget and associated restrictions? Who exactly is going to be involved, and what's the best way to contact them? What locations are going to be used, either by way of office, production or shoot? What are the primary materials needed, and are the costs? Use the rest of the form to note other project-related requirements (rentals, paperwork to be filed, clearances to obtain, copyrights to clear, etc.). Once you know this, you can move on to the Project Outline.
Project Outline
This form is used for planning out medium-sized projects (you can use an Objectives form for small projects, but I recommend using specialised project management software for large ones). Project Outline is a natural continuation of the Project Details form, and you should break down your description and objectives further for the front page of this template: be succinct! Summarise your main obstacles and the solutions for them. Use the rest of the form for detailing the main steps needed to bring your project to a wildly successful outcome. (I often suggest people use scratch paper or a whiteboard, and then work backward from the desired outcome to where they are today; however, you will find a hundred ways to plan out a project, depending upon who you ask.)
Project Notes
This is a simple grid that you can use to write project notes, draw diagrams, create lists, outline topics, create hierarchies, devise strategies for disposing of a troublesome team member, etc..
Contact Log
When you're working on a project, you often need to talk to people and write notes and deadlines based upon those conversations. The Contact Log gives you a place to put all the contact's details in one place, summarise each conversation, and schedule follow-up calls (or email).
Sources
This is a handy little form to keep track of people and businesses pertinent to a particular project or subject. Some ideas: a "yellow pages" for types of restaurants; a mailing list; suppliers for a project; mail-order or online stores for your hobbies; invited people for a wedding or party; local computer stores; singing messengers that are willing to dress in gorilla suits.
Notes
The catch-all for everything that won't fit in another form. There are two variations, one light and one dark. Some suggestions:
Cornell Notes
Forms for "The Cornell Note Taking System," created by an emeritus professor at Cornell named Walter Pauk. Two versions are included: one features a soft grid for the notes and lines for the summary; the other has mainly blank space. For larger PDF files suitable for a letter-size planner, as well as instructions on how to use this system, go to American Digest's Free Cornell Note Forms.
Brainstorm
A simple graph-paper grid for brainstorming ideas, sketching, outlining, diagrams, etc..
Matrix (Portrait & Landscape)
These are generic forms used for table-based information, one having portrait orientation and one landscape. Suggested uses: exercise tracking; comparison shopping; weight-loss program progress; project task allocation and/or deadlines; distance between various locations; student grading; district financial reports; home brewing records; science experiments; timesheets; hamster breeding results.
Checklist
Generic checklist. Possible uses: read/review forms; things to pack for vacation; items on loan; books to find at the library; project materials lists; preparation for event launches; and beautiful women/men who haven't yet turned you down for a date. Check off as appropriate.
Trip Diary
If you're one of those people whose job mandates car travel and keeping track of mileage, this form is for you. Use it to keep track of dates, destinations, and odometer readings.
To Buy
This is just a handy little form for keeping track of all the things you need to purchase. Simply write in your "topic" (such as Music, DVDs, Computer Equipment, Books, Electronic Gear, Home Improvement, Christmas Gifts, etc.) and keep track of the store and cost. Check them off as you get them. If you need to purchase materials for a project, you can use a copy of this form there as well.
Shopping
Simple checklist-based template for groceries, office supplies, and any other list of items that you'll need to purchase while out on errands.
Finances
This is a fairly simple template to keep track of... uhm... finances. The title can be the type of account, the job involved, the project docket, or any other designation. Typical columns for date, item name, amount and whether the transaction is cash, debit card (ATM, etc.), credit card or cheque.
Equipment
Having a fair amount of computer equipment and audiovisual gear, I've been unduly negligent at keeping records about makes, models, costs, serial numbers, and whether things are insured or not. Now I don't have an excuse. Includes small checkboxes for those people toting gear around that want to note whether something is packed or not. (Tip: before leaving on a trip with the gear, photocopy the page for each time you'll need to pack it all up again; check off the boxes as you pack.)
Job Search
One of the problems with job hunting is keeping track of all the possible jobs, descriptions, deadlines, contacts, requirements, interviews and call logging. This form is meant to help you focus on one job opportunity at a time and keep track of all pertinent information. Also designed to help you zero in on your strengths and weaknesses for the position, so you may tailor your resume, cover letter or interview responses appropriately.
Story Idea
I debated whether to include this template or not, as it's less of an organisational template and more of a form for creative purposes. Since I had it done anyway, I included it just in case anybody else downloading this package had a similar need: I use it for coming up with ideas for short stories, essays and other writings. Again: if you don't need it, don't bother printing it.
Web Design I
This is a basic web design template useful for jotting down ideas, objectives, client info, target audience details, and a preliminary sketch for look and feel. I recommend putting a Brainstorm or Project Notes template on the other side, or preferably leaving it blank (so sketches or notes don't show through the paper). This is one of those more specialised templates for which most people wouldn't have a use unless they venture into web design/development territory. However, since many downloaders of the D*I*Y Planner seem to be technically inclined, I figured that including it would not go amiss.
Web Design II
The "continuation" of Web Design I, this is a helpful template for tracking revisions. Also includes a sign-off area at the base, if you're doing this for a particular client: this is very handy for keeping both the webdev and client teams on track. I'd keep the back of this sheet blank, so any scribblings au verso do not mess up your drawing.
Receipts
While you're on the go, use this to hold and keep track of your receipts. This form is included as a separate file, since it should be printed on 8.5"x11" paper and folded. Follow the instructions on the bottom of the page, and it should turn out fine. When cutting, err on the inside of the lines and not the outside, or it may not fit together very well. You may need
GTD Diagrams
As mentioned in the Introduction, these are two PDF files downloaded from the DavidCo site. They have simply been resized and positioned for your planner printing convenience. The first is the basic Getting Things Done diagram as found in the book, and the second is a more advanced diagram suitable for experienced GTD users with good vision. Print the latter in colour with a high DPI resolution

Printing How-To

Here are some basic guidelines for printing and preparing the templates. Be sure to read all of these, and understand them, before you begin printing.

  1. There are three different PDF files included within this package. The master file diyp2.pdf and the GTD diagrams file diyp2_gtd.pdf should both be printed on 5.5"x8.5" paper (half letter size), while the receipts design diyp_receipts.pdf should be printed on regular letter size (8.5"x11") paper. If you don't have 5.5"x8.5" paper, you can always use a guillotine to cut regular letter size paper in half.

  2. These templates are designed for Adobe Acrobat 6.0 and up. There is no guarantee that they will work in anything older, nor other PDF applications.

  3. In Acrobat, do not tell its printing dialog to rotate, center or resize. If you do, the templates probably won't print right. Also, don't worry about the margins: an effort was made to ensure that there is enough "safety space" around the templates so that nothing important is lost. (Most printers made in the past few years can easily print to within 1/4" of the edge.)

  4. For the receipts envelope file, follow the instructions printed on the side of the page. Again, don't resize, rotate or worry about the margins -- enough of the straight lines should remain that you can figure out where to cut. I'd advise using a slightly stiffer paper for the envelope, as well as a dry glue stick: anything else, and you will probably find it warping.

  5. All odd pages in the master file are for the right side of the planner rings (the "fronts"), while even pages are the left side (the "backs"). Consequently, page 1 is backed by page 2, page 3 is backed by page 4, and so forth. If you have a fancy duplex printer and print the entire booklet, everything will work out perfectly.

  6. Experiment with your printer to verify orientation and print faces before printing any great number of them. For example, I print the odd side (front) of a form, flip the paper horizontally, insert it again, and print the even side (back). Some printers will require flipping or rotating pages in a different direction to print on the back.

  7. To get started, I'd advise printing one form at a time --front, then back-- until you get the knack. Double-check to make sure things line up, and that holes can be punched right. Once you have that down, I advise only printing a batch of the same templates at one go; for example, print off a batch of Next Actions odd, backed by Next Actions even, before you select another template.

  8. If you look at the margins, it should be obvious where you should use your hole punch (that is, the widest margin). Double-check the flip side of your page: if it looks as though the hole will be punched in a space that isn't white, you've made a mistake in printing.

  9. Feel free to mix and match templates fronts and backs. For example, you may find that you prefer a two-week spread (Weekly Planning on both sides), rather than facing each week with a GTD All-In-One or a Covey Weekly. Many templates are offered in this package as both odd and even pages, so go ahead and experiment -- see what works for you.

  10. Many inkjets use colour ink to mix greyscale pages (including my Canon i350), but you may not be aware of this until you notice your colour ink cartridges getting uncomfortably low. Unless you want to go through a lot of expensive ink, make sure to tell your print dialog to only print greyscale. I created a medium-DPI black-ink-only profile under OS X called "DIY Planner" and select this whenever I print a template; this saves a lot of pointing and clicking, and prevents me from using up all the colour inadvertently. (Presently, there are only two templates that are in colour: the cover and the second GTD diagram.)

Creating a Cover

While there are a couple of pre-built covers in this package ready to print --see the cover_waterlilies.pdf file in the covers/ directory-- I have provided a simple OpenOffice.org (OOo) template to create your own personalised cover. Why OpenOffice.org? I chose this application because it's Open Source (read: free), it's cross-platform (Windows, Mac and Linux), it pumps out excellent PDF files natively, and it has a good drawing engine -- even if version 1.x is still a little clunky for layout.

Note: the provided template will probably work with the new 2.0 version of OpenOffice.org --whenever it's released-- but it hasn't been tested yet. When OOo 2 is out, I will test the template and provide more information on my website.

To create your own cover using the OpenOffice.org Draw template, do the following:

  1. In Photoshop or another graphical application (The GIMP is free to download and use), resize or crop your photograph for the template. I'd recommend dimensions of 1500 pixels high by 1000 pixels wide. You can certainly use larger or smaller images, but try to keep the 2:3 ratio.

  2. If you don't have OpenOffice.org 1.1.4, it's a free --albeit hefty-- download from their website. Mac users may prefer another flavour of the application suite called NeoOffice/J.

  3. Open the file coverkit_ooo1.sxd from the covers/ directory. You will notice two tabs at the base of the screen. Cover Large has a placeholder for a large image, and Cover Small has a placeholder for a small image. Choose whichever layout you prefer.

  4. From the menu, Insert -> Graphics... . Choose your photograph.

  5. The photograph may be very large. Click on a handle at the corner, and while keeping the SHIFT key down (which keeps the correct ratio), resize the image to fit the placeholder. You can move the image by clicking on in and dragging. There are also guide lines in the template to help you snap the image to the right size. (If you're new to graphic applications, you may wish to get someone to help you with this step.)

  6. If you are using the Cover Large template, your picture will be atop the logo. Select the logo, and then right-click. Choose Arrange -> Bring to Front. The logo should now be overlapping the top of your image.

  7. Although you are of course under no obligation, I would prefer you keep the "attribution" footer at the base of the image. It lets other people know where to find this kit, it reinforces my copyright (and hard work), and it makes me feel very important. ;-)

  8. File -> Save As... . Give it a name. You're done.

  9. You can either print this file directly, or use OOo's excellent PDF export facility to create a file to share with others. (If you've created something you think is worth sharing, send either the file or a link to me.)
  10. You may wish to print the Profile template on the other side of the cover, fill it out, and laminate the page before punching the holes.

If you're familiar with other graphical applications and would prefer to use those, I have included a few logo files in the logos/ directory for your convenience, including a Windows Meta File that should scale nicely to whatever size you need. As you have probably noticed, the cover is very easy to create from scratch. (Set your paper size to 5.5"x8.5" and the margins to 0.25".)

Different covers --as well as cover templates for other applications-- will be offered periodically at my website, so stay tuned to the blog.


Setting Up Your Organiser

This system was created to be highly tweakable and organisationally agnostic, so feel free to build and fill your planner however you want. However, to get you started with a very basic GTD implementation, I'd suggest the following as a base:

  1. Front of planner:

  2. Contacts: use your purchased forms and tabs. "Move in" by writing down the most important personal and business contacts. Use pencil, if possible: contact information changes a lot. (Note: the previous version of the DIY Planner made mention of keeping contacts later. However, I've found that since I change the contacts far less often than the actions and projects, it's better to keep the latter two nearer the centre of the planner -- it's easier to add and remove pages when they are closer to where the  rings open.)

  3. Calendar tab: your calendar (a.k.a. your "hard landscape"). Mark your current date with the "Today" clip-in. Transfer all birthdays, anniversaries and personal dates into the calendar. (You should keep a separate list of these, so you can populate each new year's calendar with it.)

    As for which type of calendar to use, you have a lot of choices within this kit. To start, think about how much you need to accomplish, how many appointments you will have, and where you would like to store your Next Actions. For example, I keep a monthly calendar in my Calendar tab, and Next Actions/etc. in my Actions tab. Some possibilities:

  4. Actions tab: populate with:
    If you have a lot of Waiting For and Agendas forms, you can create other tabs for them. Mark all these tabs with red dots, which signify immediate review (think red = hot).

  5. Project tabs: create tabs for each major project or project category. Populate with: Mark these tabs with green dots, signifying weekly review.

  6. Someday/Maybe (or Incubate) tab: fill with a handful of Someday/Maybe Quicklist and Someday/Maybe Projects sheets. Mark with yellow dot (occasional review).

  7. Read/Review tab: a few Checklist forms with appropriate headers ("Websites to Review", "Articles to Read", "Reports/Proposals", etc.). Yellow dot: review when you have time to spare.

  8. Reference tab: for now, put a few Notes sheets in here. Mark tab with blue dot (for reference materials). Any major reference categories should probably get their own tabs. For example, I have a Ref:Tech tab that contains things like Emacs cheat-sheets, software registration serials, Internet account info (sans passwords), Python notes, etc.

  9. Misc Lists: off-the-cuff lists that you wouldn't consider serious enough to call "reference." Use the Notes, To Buy, Checklist or other generic forms. A few selections from mine:

  10. Templates tab. Keep a few spares of each form here that you're likely to need. Replenish each week, or whenever you're using a lot of sheets.

  11. Any other tabs you'd use frequently, such as Timesheets, Finances, etc.

  12. Inbox tab: keep regular cheap note paper here. This is your scratch pad. Move finished thoughts and materials out of here as soon as possible to the correct section of your planner. If the phone rings or someone wants to talk with you about something, open this section up immediately.

Tips


Frequently Asked Questions

  1. I don't recall some of these ideas mentioned in the Getting Things Done book. What's up?

    The GTD system, in itself, leaves a lot of room for customisation and circumstance. And well it should, or it would be far too rigid for most progressive thinkers to use. What I've done is try to adopt Allen's methods to my particular workflow, and devised these templates to hold and structure the information that I need to record and use. Or at least, that's how this project started. The ones like Next Actions and Agendas, as well as many of the tab set-ups, are straight from the book. Ones like Project Details, Project Outline and Contact Log are templates inspired by commercial planner forms. Story Idea and Web Design I & II are very specific to my needs, and might prove handy to other people. My advice is to print whichever templates you need, and keep your mind open to implement others whenever there is a possibility they might help you.

  2. Can I have these printed and sell them?

    No. They are released under a Creative Commons license, which dictates that:
    You are free:
    • to copy, distribute, display, and perform the work
    Under the following conditions:
    • Attribution. You must give the original author credit.
    • Noncommercial. You may not use this work for commercial purposes.
    • No Derivative Works. You may not alter, transform, or build upon this work.
    • For any reuse or distribution, you must make clear to others the license terms of this work.
    • Any of these conditions can be waived if you get permission from the copyright holder.
    Your fair use and other rights are in no way affected by the above.
    If you want to have these professionally printed for sale, please contact me and we'll chat. And, if you do decide to "perform" the work, I'd love a videotape of it.

  3. Your templates are too light/dark!

    Not exactly a question, but I'll address it anyway. Your problem is because of a wide range of tonal varieties in printers. I've noticed that some templates are a little dark on an HP laser printer, but rather light on my Canon inkjet. When possible, I've tried to come to a compromise. No doubt, future versions will contain numerous tweaks with regard to mitigating the differences. If it's a big problem, I'd advise going into your printer settings and looking for a way to lighten or darken the prints.

  4. What's the best way to cut letter-sized paper?

    Well, for these templates the paper has to be cut in the centre, at the 5.5" point. Other than that, there are no hard and fast rules. I purchased a cheap X-Acto guillotine from Wal-Mart, and find that if I line up the paper just a hair's width outside the 5.5" grove, the paper cuts perfectly every time. I can do about four pages at one go without them buckling under the blade (any more, the paper edge will be rough).

  5. Why did you make these templates?

    A number of reasons. First, I wanted to get back to using a paper planner, especially for more creative endeavours. The Palm is a great tool, but like with my computers, I tend to associate it with office and technical work. With a paper-based planner, I could get back to basics without all the impediments of a rigid computer-imposed "structure." Second, I now live four hours from the closest Staples, and it's almost impossible to find Day Runner/etc. templates in this neck of the woods. Third, I like the freedom to make templates that suit my lifestyle. For example, there are very few commercial templates for right-brained folks. Fourth, and my wife will no doubt verify this fact: I'm cheap, and I can make my own templates for 1/20th the cost of purchasing them and still have ones that look and feel semi-professional.

  6. You're giving these away for free? Are you insane?

    While that's often the subject of some debate, it has nothing to do with the reason why I'm giving this package away for free. I'm a firm believer in Open Source, free education and the empowering of knowledge; I believe that I'm put on Earth to somehow make a difference, whether that's as an educator, an advisor, a father, or something else. Now, I'm not stupid... I've released this package under a license that may eventually allow me to make some money. How exactly, I've not yet decided. Don't worry, though: this planner system will always remain free for download and personal use.

  7. Can you make some letter (or A4) versions?

    Well, let me put this in perspective. There are over 50 templates currently included in this kit. To create a letter-size version, I would essentially have to redesign every template, since it's not simply a matter of doing a quick scaling-up. New layouts would have to be imagined, new objects would have to be created, new base templates would have to be set up, a new set of guidelines would have to be written, each file would have to be worked on individually, and then each form would have to be tested, printed and tweaked multiple times. And so on. That's a lot of work. Now, I'm not saying I'll never create a letter-size kit, but given the fact that there is only one of me, it's not very likely in the near future. I've had a couple of people volunteer for this task, but as far as I know, nothing concrete has yet been done.

  8. What is that picture that comes on the pre-built covers?

    That would be a photograph I took one late summer day of some water lilies on a pond not far from my mother's, in eastern Newfoundland, Canada. (Copyrighted by me, all rights reserved, yada yada yada....)

  9. What are your plans for the future?

    To win the respect of my peers, to do good for the world, and to sleep confident and self-assured in my big honkin' mansion made of gold bullion bricks. Ah, but I guess you mean the D*I*Y Planner package.... Well, tentative plans include:
    Stay tuned to the blog for more information, interim templates, tips and possibly a wiki or forum.

  10. You've really made a difference in my life. Is there anything I can do to repay you?

    Well, there's no obligation, but there are a few things you can do to help me along:

  11. You spell words funny!

    That's because I'm Canadian. This means I am allowed to use more vowels, and also that I harbour a mortal fear of the letter "z".

Essential Links

Shameless plug: buy from any of the Amazon links below, and you can help me afford ink and paper to test new templates. ;-)


Other Templates

If you know of any other sites offering downloadable templates, please email them to me, and I'll include them in the list below. Note that many of the sites probably have full letter-size templates, so you may have to tweak them to fit to 5.5"x8.5".


Rights, Disclaimers and Distribution

These templates, covers, and accompanying documentation are ©2004-2005 Douglas Johnston, email douglasjohnston@gmail.com.

This template package and its documentation are for personal use only, licensed under the terms of a Creative Commons license (see the linked page, or the FAQ above, for more details). They are therefore free of charge for personal use. Distribution or commercial printing without the expressed written permission of the designer is forbidden. If you wish to provide or use these templates within an organisation or for commercial enterprise, please contact me to work out a mutually beneficial agreement.

Note that this license does not apply to the diagrams in the file diyplanner2_gtd.pdf, as these are the property of the David Allen Company. They are included as a courtesy, simply resized, reoriented and positioned to fit a 5.5"x8.5" planner, and are subject to removal at a later date. See the notices on each page for credits and ownership, and the Introduction for direct download links.

Also, certain templates are inspired by the writings of David Allen and Stephen R. Covey, among others, and as such may contain elements under copyright or trademark: they are noted with a by-line at the base of pertinent pages. Ideas implemented within these forms are offered in good faith and as a way to promote the Getting Things Done and First Things First methodologies and books among the users of this planner; if you would like to make the most of these forms, please buy their books! I should note that these templates are also subject to removal at a later date, should the copyright owners object to their inclusion within this package.


Comments?

The D*I*Y Planner and this handbook are definitely works in progress. If you have any comments about them, please feel free to contact me through my website at www.douglasjohnston.net or via email at douglasjohnston@gmail.com. I'd love to hear any suggestions you might have, and I'll certainly listen to any proposed areas of improvement or new templates you would like to see.

Take care, stay loose, be kind, and do things right.